QR Code Check-In

QR code check-in is the fastest way to get visitors from the lobby to their meeting. When a visitor has been pre-registered, they receive a unique QR code via email. On arrival, they simply scan the code — at a kiosk, front desk, or dedicated QR reader — and KyberAccess pulls up their pre-filled information instantly. What would normally take two to three minutes of manual data entry becomes a five-second scan.

How QR Code Check-In Works

The QR code flow is straightforward:

1. A host pre-registers the visitor in KyberAccess (see Pre-Registering Visitors).
2. The visitor receives an email containing their visit details and a unique QR code.
3. On arrival, the visitor presents the QR code — on their phone screen, printed from the email, or from their calendar app.
4. The system scans and matches the code to the pre-registration record.
5. Pre-filled information loads automatically — name, company, host, purpose of visit.
6. Any remaining check-in steps are completed — selfie capture, ID scan, NDA signing (depending on your configured flow).
7. Check-in is complete — the host is notified, a badge prints (if enabled), and the visitor appears in the live visitor log.

QR Code Check-In Methods

KyberAccess supports multiple ways to scan visitor QR codes, depending on your facility setup.

Method 1: Front Desk (Web App)

The front-desk operator scans the QR code using the workstation's camera:

1. From the Dashboard, click + Check In.
2. Click the Scan QR button (camera icon) at the top of the check-in form.
3. The browser activates the camera. A viewfinder frame appears on screen.
4. Ask the visitor to hold their phone (with the QR code displayed) approximately 6–10 inches from the camera.
5. KyberAccess reads the code and loads the visitor's pre-registration details.
6. Review the information and complete any remaining steps in your check-in flow.
7. Click Complete Check-In.

Tip: For best results at the front desk, use an external USB camera with autofocus mounted on a gooseneck arm. This provides a consistent scanning distance and frees the operator's hands.

Method 2: Kiosk (Self-Service)

Kiosks enable visitors to check themselves in without front-desk assistance:

1. The visitor approaches the KyberAccess kiosk (iPad app or web kiosk).
2. On the kiosk welcome screen, they tap I Have a QR Code (or Scan QR Code).
3. The kiosk activates the camera (rear camera on iPad, or the connected camera for web kiosks).
4. The visitor holds their QR code in front of the camera.
5. The kiosk loads their information and displays a confirmation: "Welcome, [Visitor Name]! You're here to see [Host Name]."
6. If additional steps are configured (selfie capture, NDA signing, health screening), the kiosk guides the visitor through each one.
7. A badge prints automatically (if badge printing is enabled), and the host is notified.

Method 3: Dedicated QR Reader

For high-throughput environments (corporate lobbies, schools, event venues), a dedicated QR reader provides the fastest experience:

1. Mount the QR reader at the entrance or lobby check-in point.
2. In KyberAccess, navigate to Settings → Devices → QR Readers.
3. Click + Add Reader and follow the pairing instructions for your reader model.
4. Once paired, visitors simply hold their QR code in front of the reader.
5. KyberAccess processes the scan and either:
   • Completes the check-in instantly (if no additional steps are required), or
   • Alerts the front desk to complete remaining steps (ID scan, photo, etc.)

Supported QR readers include the eZ80 Acclaim series and any USB HID-compatible barcode/QR scanner.

Note: Dedicated QR readers are the fastest option — they can process a scan in under one second, compared to 2–3 seconds with a camera-based scan.

Configuring QR Code Check-In

Enabling QR Codes for Pre-Registration

QR codes are generated automatically for every pre-registered visitor. To verify this is enabled:

1. Navigate to Settings → Visitor Check-In.
2. Under Pre-Registration Options, confirm that Generate QR Code is toggled on.
3. Optionally, configure the QR Code Expiration:
   • Visit Day Only — the QR code is valid only on the scheduled visit date
   • Visit Day + Grace Period — add 1–3 days of buffer for early or late arrivals
   • Never Expire — the QR code remains valid indefinitely (recommended for recurring visitors)

Customizing the QR Code Email

The email your visitors receive is fully customizable:

1. Go to Settings → Notifications → Visitor Invitation.
2. Edit the email template:
   • Subject Line — default: "Your upcoming visit to [Organization Name]"
   • Body — customize the welcome message, add instructions, include parking details
   • Logo — your organization's logo appears at the top of the email
   • Footer — add contact information or special instructions
3. Click Save Template.
4. Use Send Test Email to preview how the invitation looks.

QR Code Format

KyberAccess QR codes contain an encrypted, unique identifier linked to the specific pre-registration record. They do not contain any personal information — all data is retrieved server-side when the code is scanned. This means:

• QR codes are secure — even if someone photographs a QR code, the personal data is not embedded in the code itself
• QR codes are single-use by default — once a visitor checks in with a QR code, it is marked as used (configurable for recurring visits)
• QR codes are tamper-proof — modified codes fail validation

Scanning Tips for Reliable Reads

For Visitors

• Open the QR code email and maximize screen brightness on your phone.
• Hold the phone steady at a distance of 6–10 inches from the camera or reader.
• If scanning from a printout, ensure the QR code is printed clearly — avoid folded or crumpled paper.
• If using Apple Wallet or Google Wallet (for supported integrations), simply hold the phone near the reader.

For Front-Desk Staff

• Position the camera or reader in a well-lit area — avoid backlighting (windows behind the scanner).
• If using a webcam, ensure the autofocus is working. Fixed-focus cameras may struggle with close-up QR codes.
• For high-volume periods, consider switching to a dedicated QR reader for faster throughput.
• If a code will not scan, fall back to manual search — click the search bar and type the visitor's name or email.

For Kiosk Setups

• Mount the kiosk at a height where visitors can comfortably present their phone to the camera (approximately 3.5–4.5 feet from the floor).
• Add a "Scan Here" label near the camera to guide visitors.
• Ensure the kiosk is positioned away from direct sunlight, which can cause glare on the camera.
• Test the scanning distance during setup — the ideal range varies by camera model.

Walk-In Visitors Without QR Codes

Not every visitor will have a QR code. Walk-in visitors can still check in through the standard flow:

1. On the kiosk, they tap I Don't Have a QR Code (or Walk-In).
2. At the front desk, the operator clicks + Check In and enters the visitor's information manually.

See the Walk-In Visitor Registration article for the complete walk-in process.

Returning Visitor Recognition

KyberAccess can recognize returning visitors even when they scan a new QR code for a different visit:

• If the visitor's email or name matches a previous visit record, KyberAccess auto-fills information from their last visit.
• The system can optionally skip steps that were already completed (e.g., NDA already signed, ID already on file).
• Enable this under Settings → Visitor Check-In → Returning Visitor Recognition.

Tip: Returning Visitor Recognition combined with QR code check-in creates an incredibly fast experience for repeat visitors — often under 10 seconds from scan to badge.

Analytics and Reporting

Track QR code check-in performance under Analytics → Check-In Methods:

• QR Code vs. Manual — see what percentage of visitors use QR codes vs. walk-in registration
• Average Check-In Time — compare scan-based check-ins (typically 5–15 seconds) to manual check-ins (1–3 minutes)
• Scan Success Rate — identify if scanning failures are happening (possible camera or lighting issues)
• Peak Hours — see when most QR scans happen to staff your front desk accordingly

Troubleshooting

For help optimizing your QR check-in setup or choosing the right QR reader hardware, contact us at support@kyberaccess.com.